Insufficient Inventory Available

If you enter a quantity into a transaction line that is greater than the quantity available for that item, the Insufficient Inventory Available form displays.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Item Details

The item code, description, location, and unit of measure default to this form from the transaction line.

This field is read only.

Required

This field displays the quantity entered into the transaction line.

Available

This field displays the quantity that is available for the item. Detail about availability displays in the Quantity Statistics section of the form.

Note: The quantity available is at a location level, if locations are in use. To view the availability of inventory in another location, click the Alternative Location button. This button is enabled if the inventory is in a location other than the line location.

Message

If the Supercessions sub-module is in use, and the line item is superceded, a message displays in bold red text above the Quantity Statistics section.

Quantity Statistics

This part of the form displays the current balances for the item in read-only format. Balances display in the first instance for the line location, but an option to display balances at all locations is available.

Qty Required

Click this button to update the quantity displayed in the Required field. You can change it to the quantity available, or to a lesser amount. If you change the quantity, the updated quantity defaults to the transaction line.

Qty Available

Click this button to update the transaction line quantity to be the same as the quantity available. This form closes, and the line quantity is updated.

Supercession details

This button is enabled if the item is superceded.

Click this button to view details of the item that superceded the one you entered into the transaction line. If the new item has a quantity available greater than quantity required, the quantity you entered into the transaction line), you can select the new item at this time. Greentree Desktop closes the insufficient inventory form, and updates the transaction line with the new item.

Substitute inventory item

This button is enabled if the item entered into the transaction line has one or more substitute items set up against it.

Click this button to view details of substitute items, and inventory availability for those items. If one of the substitute items has a quantity available greater than quantity required, you can select it. Greentree Desktop closes the insufficient inventory form, and updates the transaction line with the substitute item.

Alternative location

Click this button to view inventory located anywhere other than the location entered into the transaction line. If one of the locations has a quantity available greater than quantity required, you can select the alternative location.

Greentree closes the insufficient inventory form, and update the transaction line with the alternative location. You can also view on-order and on-shipment quantities if the Purchase Order module is in use.

Note: If the SO User Preference option Always display alternative locations is selected, balances at alternative locations can also be viewed in a table at the base of the form.

Over selling

If the option to Allow negative on hand is selected for the item, this button is enabled during the entry of transactions that decrease the item's on-hand quantity when saved. The button is also enabled on the Sales Order Entry and Factory Order Entry forms if the option Allow negative available is selected for the item the Main tab on the Inventory Item Maintenance form..

When you select this option, you can enter the transaction, regardless of the item's available and on-hand balances.

Note: If you allow item over-selling and you use an average costing method, an automatic cost adjustment transaction may be required to ensure the item's average cost is calculated correctly when the item is received subsequent to an over-sell.

Put on Backorder

This option is available when entering sales orders if backorders are allowed for both the company and the selected customer. Select the option to put the full quantity required on backorder. The form closes and the user defaults to the sales order line entry form. You can then override the backorder line quantity on the Sales Order Entry form.

Make-to-inventory

This button is enabled if you are using the Kitset sub-module, and the item entered into the transaction line is a stocked kitset parent.

Click this button to open the Kitset Parent Make-to-Inventory form with details of the quantity required. You can process a make-to-inventory transaction if there is enough of the component items to make the quantity required of the parent item.

Cancel

Click this button to close the form and return to the transaction line.

Purchase Orders

This button is enabled based on the SO User Preferences form.

Click this button to open the PO Enquiry form, with Purchase Order assigned as the search criteria for the selected item. The location range applied to the enquiry is based on whether you select the individual line location or All Locations.

Shipments

This button is enabled based on the SO User Preferences form.

Click this button to open the PO Enquiry form, with Shipment assigned as the search criteria for the selected item. The location range applied to the enquiry is based on whether you select the individual line location or All Locations.

Sales Order and AR Features

There are several features of the Insufficient Inventory Available form that are specific to sales order and AR forms. These are outlined below:

The Insufficient Inventory Available form only displays during line entry if the SO User Preference option Prompt for unavailable inventory at SO entry is selected.
Otherwise, the line will backorder (if backorders are allowed), or allocate the full line quantity if the Inventory Item Maintenance option Allow negative available is selected.
In SO Release Backorders, the form displays during the process if the All Backorders option is selected, and there is insufficient inventory to meet the requirements of those orders.
In AR Invoice Entry, the form does not display during line entry if the AR User Preferences option Prompt for unavailable inventory at AR entry is not selected, and the Inventory Item Maintenance option Allow negative on-hand is selected.

These SO User Preference options determine what information displays on the form when it pops up when entering sales orders and packing slip maintenance:

Display quantities for all locations

If you select this option, an All Locations option is available on the form, which displays the available inventory locations, not just the line location.

Default PO Enquiry to all locations

If you select this option, the Purchase Orders and Shipments buttons become available so you can access information about outstanding purchase orders and shipments of the item/location combination. The location range applied to the enquiry is based on whether you select the individual location or All Locations.

Always display alternative locations

If you select this option, more information about inventory balances in alternative locations displays in a table at the base of the main form.